OFFICE MANAGER (15 HOURS PER WEEK)
An experienced Office Manager is required to work with a Lothian charity.
The charity provides compassionate support to families following the death of a baby
through our specialised bereavement supports including befriending and counselling.
If you are interested in this role, please call Judith Mackenzie on 07957 161632 or
send your cv and a covering letter to email@example.com.
Key role objectives
To run a highly organised and efficient office, undertaking a wide variety of duties
and giving support to all colleagues often working to tight deadlines and under
Our ideal candidate will be a confident and experienced office manager, with an
understanding of the charity sector an advantage. You will be a real team-player with
a flexible attitude and can-do approach to all tasks. Attention to detail including
meticulous record-keeping, filing and the maintenance and improvement of office
processes are essential.
Sage recording: transactions via Paypal and payment cards; petty cash
payments to staff; BACS payments to suppliers.
Produce reports on all aspects of accounts payable and receivable, and other
spreadsheets as necessary.
Check all invoices prior to payment and process remmitances to suppliers,
keeping appropriate records.
Liaise with HMRC to ensure that Gift Aid tax is reclaimed and PAYE payments
Work closely with and support the Chief Executive and undertake delegated
tasks on own initiative in their absence from the office.
Manage all orders with suppliers in a timely fashion, including stationery, franking
and other office supplies.
Negotiate deals on supplier contracts.
Process, record and bank all cash transactions.
Check, process and make payment of staff expenses.
Liaise with the charity’s accountants regarding tax codes, expenses and any
other required record-keeping.
Act as the Health and Safety representative for the charity.
Deal with telephone calls, e-mails and all correspondence, directing
Welcome visiting families and professionals.
Ensure that the office and kitchen are well-maintained and fully supplied, making
purchases as necessary.
Order and organise memory bag supplies and delivering these as required.
Deal with arising issues with the charity’s shop, including management of any
external suppliers and contractors.
Ad hoc tasks as required by the team.
Maintain confidentiality of personal information relating to staff and supporters.
Abide by all Policies and Procedures.
Undertake all mandatory training as required.
Participate in annual appraisal and personal development review.
Strong administrative and organisational skills with considerable attention to detail.
Excellent time management and ability to prioritise own workload within strict
Confidence and initiative to work unsupervised and to drive and implement
improvements to processes.
Previous experience of working with Sage or similar accounting software is
Compassionate and understanding communication with bereaved families
Adaptable and able to work occasional weekends and evenings to assist with
events and fundraisers.
Educated to degree level or equivalent and/or have significant experience in a
This role offers a competitive salary and benefits package.
To apply send a CV and covering letter to firstname.lastname@example.org or call Judith on 07957 161632 by Friday 2 February 2018.